Billing and Costing Manager - Commercial Fitout Job Title & Professional Summary
We are seeking a detail-oriented Billing and Costing Manager with specialized expertise in commercial fitout and interior construction projects to join our growing organization. This critical role oversees all financial aspects of project delivery, from initial cost planning through final account settlements, ensuring accurate billing processes and optimal project profitability. The successful candidate will manage complex post-contract administration while maintaining strong relationships with clients, subcontractors, and internal stakeholders. This position requires a thorough understanding of commercial construction billing cycles, progress claim procedures, and comprehensive cost management throughout the project lifecycle.
Key Responsibilities
Pre-Contract Cost Management : Prepare detailed cost estimates, tender submissions, and budget allocations for commercial fitout projects including office spaces.
Post-Contract Administration : Manage all aspects of contract administration including variations, progress claims, retention schedules, and final account negotiations with clients and subcontractors
Progress Billing & Invoicing : Prepare and submit monthly progress claims, coordinate with project managers on work completion percentages, and ensure timely invoicing procedures align with contract terms
Budget Monitoring & Variance Analysis : Track project costs against approved budgets, identify cost variances, analyze spending patterns, and provide detailed variance reports with corrective action recommendations
Change Order Management : Process and document all project variations, coordinate approval workflows, update cost forecasts, and ensure proper authorization before work commencement
Subcontractor Payment Coordination : Manage subcontractor invoicing processes, verify work completion against payment applications, coordinate retention releases, and ensure compliance with payment terms
Cost Forecasting & Profitability Analysis : Develop accurate cost-to-complete forecasts, monitor project margins, and provide regular profitability reports to senior management and project stakeholders
Financial Reporting & Documentation : Prepare comprehensive monthly financial reports, maintain detailed cost databases, and ensure all project documentation meets audit and compliance requirements
Retention Management : Administer retention schedules, coordinate defects liability periods, process retention releases, and manage warranty claim procedures
Contract Compliance : Ensure all billing practices comply with contract specifications, industry standards, and company policies while managing cash flow optimization
Cost Database Management : Maintain and update historical cost databases, benchmark pricing against market rates, and support estimating teams with accurate cost data
Client Financial Coordination : Interface with client representatives on billing matters, resolve payment disputes, and maintain positive relationships throughout the payment process
Required Qualifications
Bachelors degree in Construction Management, Quantity Surveying, Accounting, Finance, or related field Minimum 5-7 years of experience in construction cost management in commercial fitout projects Demonstrated experience with post-contract administration and final account settlements Strong understanding of various contract types including lump sum, cost-plus, and unit rate agreements
Essential Skills & Competencies
Software Proficiency : Advanced skills in construction accounting software (, project management platforms, and cost management systems Financial Analysis : Expert-level skills in cost analysis, budget forecasting, cash flow management, and financial modeling Technical Knowledge : Comprehensive understanding of construction methodologies, trade sequencing, and fitout-specific cost components Attention to Detail : Exceptional accuracy in financial calculations, data entry, and document preparation Communication Skills : Strong written and verbal communication abilities with experience presenting financial data to diverse stakeholders Analytical Thinking : Ability to identify cost trends, analyze variances, and develop strategic recommendations
Industry-Specific Experience Requirements
Minimum 3 years of hands-on experience with commercial fitout projects valued between $500K - $10M+ Proven track record in managing post-contract variations and final account negotiations Experience with tenant improvement projects, base building coordination, and landlord liaison processes Knowledge of commercial construction standards, building codes, and compliance requirements Understanding of MEP systems costing, millwork pricing, and specialty finishes procurement
Preferred Qualifications
Experience with LEED/Green Star certified projects and sustainable construction practices Previous experience with design-build and construction management project delivery methods Familiarity with international construction contracts (FIDIC, JCT) and payment procedures
Key Performance Indicators
Accuracy of monthly progress claims and billing submissions (target: 99%+ accuracy rate) Timely collection of accounts receivable (target: 95% collected within 60 days) Budget variance management (target: maintain project costs within 2% of approved budgets) Processing efficiency for variations and change orders (target: 48-hour turnaround time) Client satisfaction scores related to billing and payment processes Successful final account settlements within contractual timeframes
